Authority Control

Mary Marchio

What is Authority Control?

Formulation and recording of authorized heading forms in a library catalogHeadings must be consistent

Twain, Mark not Clemens, SamuelHeadings must be unique

Madonna vs Mary, Blessed Virgin, Saint

Types of Headings that are controlled

Personal Names Subjects

Topical Geographic

Form Terms Corporate Bodies Meetings

Uniform Titles

More types of controlled headings

SeriesGenre headings

Controlled vocabularies commonly used in libraries

Library of Congress Authority FilesOCLC Name Authority FileMedical Subject Headings (MeSH)Sears List of Subject HeadingsGSAFD Genre Terms

Why bother?

Provide consistent, uniform access to materials in library catalogsProvide clear indentification of authors and subject headingsProvide cross references to lead customers to the headings used in the catalog

How to gain control

Vigilant catalogers who scrutinize new cataloging records, keep up with changes in headings, and who use available tools to best advantageVendors who perform authority control on existing databases and/or process ongoing cataloging records

Why use an authority control vendor?

Bring local authority files up-to-date with current headings and standardsEnrich database with the addition of cross referencesImprove the consistency and quality of an online catalogFree staff time for other activities

Some things to think about when preparing for a project

Consider database clean-upConsider local cataloging practicesPlan cataloging workflow during projectKnow your system requirements

how do you export/import large numbers of records?

is a test database available?

How does a Marcive authority control project work?

Contact vendor at marcive.comDecide on level of service (initial cleanup, ongoing, etc.)Receive cost estimate based on # of bib records in databaseComplete and submit profileCopy bib database and send to vendor

How continued

Receive sample database (about 10% of actual database)Load sample authority records and bib records to local test databaseExamine records and reportsMake needed changes to library system settings to correctly handle actual data load

More How

Reload sample records to test database if neededApprove sample records or ask for changesReceive updated bib and authority recordsLoad records to production database

Even more How

Examine records, reportsConsider using reports to make further, manual changesConsider changes in daily cataloging workflow to maintain new authority filesConsider using vendor’s ongoing authority services

Where things might go awry with data loads

Unexpected system difficultiesYou missed the part about not updating the copied portion of the bib database including downloading new OCLC records for the duration of the project??!!

Where things might go awry with authorities

Unexpected system difficultiesLocal cataloging practices

Sources

Maxwell, Robert L. Maxwell’s guide to authority work. Chicago, ALA, 2002.

Understanding MARC Authority Records: Machine-Readable Cataloging

at Library of Congress website

More Sources

Library of Congress Authorities (Search for Name, Subject, Title and Name/Title) http://authorities.loc.gov/Maine State Library: Minerva Cataloging - GSAFD Term List http://www.state.me.us/msl/infotech/minerva/cataloging/gsafd_terms.htm